Terms Of Reference (TORs) For Hiring Security and Guarding Service Provider Services Tender at Forum for African Women Educationalists (FAWE) 

1.Background

 The Forum for African Women Educationalists (FAWE) is a Pan African women’s organization whose mission is to support girls’ and women acquire education for development. FAWE was founded in 1992 and its headquarters are in Nairobi, Kenya. FAWE Rwanda is one of the 34 chapters across Africa.

FAWE Rwanda was founded in 1997 by a group of Rwandese women whose common goal is to build the country and promote national development through girls’ and women’s education. Since its inception, FAWE Rwanda has grown to become a reputable partner and focal point on female education in Rwanda.

FAWE Rwanda seeks to hire a professional and reliable Security and Guarding Service Provider to ensure safety, protection of property, and secure access control at the residence. The security company will be responsible for providing trained personnel, maintaining security, and protecting residents and property from potential threats, theft, or unauthorized access.

2. Objectives of the assignment

The purpose of this assignment is to provide day and night security guarding services for the residential property, ensuring a safe environment for occupants and safeguarding the property at all times.

3. Scope of work

The service provider shall be responsible for:

3.1 Guarding Services

• Provide trained, uniformed security guards for day and night shifts.
• Conduct regular patrols around the compound/house.
• Monitor entry and exit of all visitors, vehicles, and deliveries.
• Maintain a visitor logbook and follow approved access control procedures.
• Prevent unauthorized entry into the property.
• Protect property from theft, vandalism, and intrusion.

3.2 Security and Safety

• Conduct routine risk assessment of the premises.
• Respond quickly to incidents or emergencies.
• Report suspicious activities immediately.

3.3 Communication & Coordination

• Maintain regular communication with the FAWE RWANDA designated contact person.
• Report incidents, security breaches, or concerns in real time.

3.4 Documentation and Reporting

• Keep a daily occurrence book (DOB) updated with all activities and events.
• Provide monthly security reports summarizing patrols, incidents, and improvements.

4. Expected Deliverables

• Professional security guards deployed as agreed (day and night).
• Updated daily security logs and incident reports.
• Timely communication and reporting of activities.
• Visible security presence and well-maintained access control

5. Required Qualifications of the Security Firm

• Valid security company license from authorized national institutions.
• Minimum 3 years of experience providing guarding services to institution or NGOs.
• Trained and vetted security guards.
• Capacity to provide supervision and backup support.
• Ability to respond to emergencies promptly

6. Submission Requirements

Interested security firms should submit:

• Official letter to the Executive Director applying for this tender
• Company profile and experience.
• Company Registration Certificate from RDB (security services as the main business).
• Description of supervision and emergency response model.
• At least 3 Certificates of good completion with proven references for having executed similar work from Non- Government Organizations or Government Institutions 
• Valid Tax Clearance from Rwanda Revenue Authority.
• Financial proposal in Rwandan Francs tax inclusive (monthly cost for guards).

7. Proposal submission

Interested Firms meeting the above criteria are requested to submit their proposals both in 2 separate sealed inner envelopes (one containing the technical offer and the other one the financial offer in Rwandan Francs). The following physical address of FAWE Rwanda Address: REB premises, Remera, B.P 6703, Kigali, Rwanda, and submitted by 5th January 2026 before 3 pm.

Done at Kigali on 22nd December 2026

Approved by:

Mutesi B Alice

Executive Director

FAWE Rwanda